Staying on Schedule The Vermont Way FNS WIC EBT User Group July 2014

The Play Transfer of Mountain Plains SAM MIS On-line EBT with Xerox Modification to add on-line version of universal interface on behalf of the User Group On-line EBT with Xerox conversion from home delivery and other food delivery systems Vermont Department of Health

The Scene Small geographic area 12 local agencies, all State health district offices Push-pull pressures Vermont Department of Health

The Players 2 User Groups 2 FNS Regions + Headquarters 3 Vermont IT Units 4 contractors 6 project managers 7 State WIC staff 2 user groups – Mountain Plains for the SAM, Northeast Coalition of States for EBT 2 FNS regions – Mountain Plains & Northeast, HQ MIS, EBT, Policy folks 3 VT IT units – Department of Information & Innovation, Agency of Human Services, Department of Health 4 contractors – Ciber for MIS, Xerox for EBT, DRC for quality assurance, Keller & Fuller for subproject work & technical assistance 6 PM – Primary PM plus one for each contractor and DII oversight Vermont Department of Health

The Schedule 42 months from IAPD approval to full implementation Pilot scheduled to begin 6/1/2015 Roll out complete 3/31/2016 Vermont Department of Health

Schedule Management Meetings, meetings, meetings Daily PM/Sponsor Weekly PM Weekly Executive Steering Committee Monthly FNS Oversight Monthly (for now) Implementation/IT Standing meetings -Daily PM/sponsor meetings Weekly executive steering committee meetings (status, risks, updates – half hour, status reports submitted in advance, notes issued immediately following) Weekly PM meetings (coordination, discussion, planning) Vermont Department of Health

Schedule Management 2 Clear expectations, clearly communicated Simultaneous review of documents Great documentation, readily available Continuous communication Contingency exploration Advance preparation Vermont Department of Health

Vermont Department of Health

The Show Must Go On Executive management support Conflict resolution Escalate issues early Nobody’s perfect Don’t panic! Agility & flexibility Vermont Department of Health

More info donna.bister@state.vt.us 802-863-7508 http://healthvermont.gov/wic/MISEBT_Project.aspx donna.bister@state.vt.us 802-863-7508 Vermont Department of Health